Meeting Planner Across Time Zones

Working hours configuration: The default working hours are 9am–5pm in each zone. Adjust to match your team's actual schedules — some teams work 8am–4pm, others 10am–6pm. Adjusting the working hours window changes which cells are highlighted as "overlap."

Finding the best time in a few minutes:

1. Add all team members' time zones

2. Set the meeting date to the specific day you are scheduling

3. Look for the green column — hours that are within working time for all zones simultaneously

4. If no green column exists, look for yellow — hours that are within working time for most but not all zones

Recurring meeting planning: Check the grid for two or three representative dates throughout the year to ensure the overlap persists after DST transitions. Transatlantic overlaps can shift by one hour around US (March/November) and EU (March/October) DST dates.

Distributing inconvenience fairly: If no mutual overlap exists, rotate the meeting time. Week 1 might be early for Asia-Pacific and week 2 early for Americas. The planner shows what each rotation looks like for each party.

vs Calendly / Doodle: Calendly and Doodle handle availability polling — they ask participants to indicate available times and find slots where everyone is free. A time zone meeting planner solves the prior problem: what time slots are even reasonable to propose based on time zones, before you ask individuals about their specific availability.

vs a world clock showing current times: A world clock shows what time it is right now. A meeting planner shows a full-day grid so you can plan future meetings, see overlap patterns, and plan across multiple date scenarios.

Scheduling a meeting across multiple time zones is the canonical problem of distributed work. There is no universally convenient time — someone always has an early morning or a late evening. The goal is to find the time that distributes inconvenience most fairly, or to identify the one slot where everyone's working hours overlap.

The meeting planner shows a 24-hour grid with all selected time zones displayed in parallel. Working hours (9am–5pm local) are highlighted for each zone. The overlap — where everyone's highlighted blocks align — is the meeting window that requires no one to work outside normal hours. If there is no overlap (common with teams spanning Asia and the Americas), the heatmap shows the least-bad options at a glance.

Add up to 8 time zones: type a city name or select a time zone from the list. The grid updates immediately. Drag across the timeline to find the slot where the colors align. Click a specific hour to see exactly what time it is in each zone at that moment.

DST is accounted for automatically based on the selected date — which matters for transatlantic teams, since the US and EU change their clocks on different dates.